Legal Administrative Assistant, Texas

Job Description

We’re looking for a highly organized and proactive Legal Administrative Assistant to support a dynamic legal team working collaboratively across the department. This role is critical in ensuring the smooth operation of legal functions by managing day-to-day administrative tasks, coordinating communications, and maintaining confidentiality in a fast-paced corporate environment. 

The person in this position will: 

Manage calendars, schedule meetings, and coordinate travel arrangements for the Chief Legal Officer and legal team. 

Prepare, edit, and format legal documents, correspondence, reports, and presentations. 

Track and process legal invoices, expense reports, and budget documentation. 

Maintain legal files and records, ensuring accuracy and confidentiality. 

Support litigation and compliance processes, including document collection and coordination with internal and external counsel. 

Receive and route service of process documents and assist with case assignments. 

Respond to internal inquiries regarding legal policies, procedures, and compliance matters. 

Assist with onboarding and coordination of outside counsel and legal vendors. 

Organize and support team meetings, including agenda preparation and note-taking. 

Serve as a liaison between the legal department and other corporate functions. 

Receive service of process and assign cases to in-house and outside counsel. 

Maintain our legal database, which includes coding and describing matters, troubleshooting billing issues, and regularly updating the matters. 

Manage outside counsel with managing monthly accruals and tracking legal spend by matter type for reporting. 

Provide quarterly accruals to the accounting department. 

Review and process payment for monthly invoices and restitution cases including utilizing eBuilder system to ensure timely payment. 

Provide monthly reporting on various metrics, including spend and status of employment and other matters. 

May assist with collection of discovery documentation for outside counsel and/or drafting or proofing of discovery responses.